Key Responsibilities and Required Skills for Job Fair Coordinator

🎯 Role Definition

The Job Fair Coordinator is a dynamic and pivotal role within the Talent Acquisition and Human Resources ecosystem. At its core, this position is about creating meaningful connections between our organization and potential future employees. You are the architect and executor of our presence at career fairs, university recruitment events, and other hiring-focused gatherings, both virtual and in-person. This role goes far beyond simple logistics; it involves strategic planning, brand ambassadorship, and relationship management. You'll be responsible for ensuring every event is a seamless, positive, and impactful experience for candidates, effectively showcasing our company culture and opportunities to build a robust talent pipeline.

📈 Career Progression

Typical Career Path

Entry Point From:

Recruiting Coordinator
HR Assistant or Administrator
Event Planning Assistant
Marketing Coordinator

Advancement To:

Talent Acquisition Specialist / Full-Cycle Recruiter
University Relations Manager
Employer Branding Manager
Senior Event Marketing Specialist

Lateral Moves:

Corporate Event Planner
Employee Engagement Specialist
Marketing & Communications Specialist

Core Responsibilities

Primary Functions

Develop and manage a comprehensive, year-round calendar of recruitment events, including university career fairs, industry-specific expos, diversity and inclusion hiring events, and in-house open days.
Act as the primary point of contact for all event-related logistics, including venue or platform registration, contract negotiation, payment processing, and deadline management.
Coordinate the shipment and inventory management of all event materials, such as booths, banners, promotional merchandise (swag), and marketing collateral, ensuring everything arrives on time and in perfect condition.
Manage event budgets meticulously, tracking all expenditures, processing invoices, and providing regular reports on spending and return on investment (ROI).
Collaborate closely with the Talent Acquisition team to understand current and future hiring needs, ensuring event strategy is aligned with business objectives.
Select and train event staff, including recruiters, hiring managers, and employee volunteers, to ensure they are effective brand ambassadors and can speak knowledgably about the company and open roles.
Plan and execute pre-event and post-event communication strategies for both internal stakeholders and registered candidates to maximize engagement and attendance.
Oversee the on-site or virtual execution of events, troubleshooting any logistical or technical issues that arise in real-time to ensure a smooth experience for all participants.
Develop and maintain strong relationships with university career services staff, student organizations, and external event organizers to secure prime placement and partnership opportunities.
Manage the lead capture process at events, ensuring all prospective candidate information is collected accurately and uploaded into the Applicant Tracking System (ATS) for follow-up.
Design and order engaging and on-brand marketing collateral and promotional items that will attract talent and effectively communicate the company's employer value proposition.
Research and identify new, relevant career fairs and innovative recruitment event opportunities to expand the company's talent reach.
Coordinate all travel and accommodation arrangements for team members attending out-of-town events, ensuring compliance with company travel policies.
Conduct post-event debrief meetings with the recruiting team to gather feedback, discuss successes, and identify areas for improvement for future events.
Ensure a consistent and positive candidate experience at every touchpoint, from initial contact at the event to post-event follow-up communications.

Secondary Functions

Analyze key performance metrics from events, such as cost-per-hire, number of qualified applicants, and diversity of the candidate pool, to prepare detailed ROI reports for leadership.
Partner with the Employer Branding and Marketing teams to promote hiring events across social media, career sites, and other digital channels.
Assist in creating and updating presentation materials and talking points for recruiters and hiring managers to use at events.
Maintain a central database of event contacts, vendor information, and historical event performance data for strategic planning.
Support the broader Talent Acquisition team with sourcing, screening, or interview scheduling during periods of high-volume recruiting or between event seasons.

Required Skills & Competencies

Hard Skills (Technical)

Event Management Software: Proficiency with platforms like Cvent, Bizzabo, or similar virtual/in-person event management tools.
Applicant Tracking Systems (ATS): Hands-on experience with systems such as Greenhouse, Workday, Lever, or Taleo for managing candidate data.
Project Management: Demonstrated ability to use tools like Asana, Trello, or Monday.com to manage complex timelines, tasks, and deliverables.
Budget Management: Strong skills in creating, tracking, and reporting on budgets using spreadsheets (MS Excel, Google Sheets).
Logistics Coordination: Proven experience managing shipping, inventory, and vendor communications.
Data Analysis & Reporting: Ability to analyze event metrics and create insightful reports on ROI and performance.

Soft Skills

Exceptional Organization & Planning: An almost obsessive attention to detail and the ability to juggle multiple projects and deadlines simultaneously without letting anything slip through the cracks.
Proactive Problem-Solving: The ability to anticipate potential issues and calmly and creatively solve logistical and interpersonal challenges on the fly.
Stellar Communication: Excellent verbal and written communication skills for interacting professionally with candidates, vendors, university staff, and internal leaders.
Relationship Building: A natural ability to build rapport and establish long-term, positive relationships with a wide range of internal and external partners.
Adaptability & Composure: The capacity to thrive in a fast-paced environment and maintain a calm, professional demeanor under pressure during live events.
Time Management: Superior ability to prioritize tasks effectively to meet a constant stream of deadlines.

Education & Experience

Educational Background

Minimum Education:

Bachelor's Degree or equivalent practical experience in a relevant field.

Preferred Education:

Bachelor’s Degree in Human Resources, Marketing, Communications, or Hospitality Management.

Relevant Fields of Study:

Human Resources
Marketing & Communications
Business Administration
Hospitality and Event Management

Experience Requirements

Typical Experience Range:

2-5 years of professional experience.

Preferred:

Direct experience in event coordination, recruitment, talent acquisition, or a university relations role is highly preferred. Experience managing both virtual and large-scale, in-person events is a significant plus.